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HomeMy WebLinkAboutOrdinance 4474 ORDINANCE NO. 4474 r, AN ORDINANCE TO WAIVE THE COMPETITIVE BIDDING REQUIREMENTS TO ENABLE THE CITY TO PURCHASE COMPUTER SOFTWARE FROM NEW WORLD SYSTEMS WHEREAS, the City of Fayetteville has been successfully using New World computer software since the early 90;s and it would be inefficient and unwise to commingle software from another supplier; and WHEREAS, the City Council of the City of Fayetteville determines that purchasing computer software from New World is an exceptional situation in which the normal, statutory competitive bidding procedure is not feasible or practical. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby waives the requirements of competitive bidding for computer software when the City Administration is updating, supplementing, improving, or enlarging its use of New World computer software. This waiver of competitive bidding shall be in full force and effect until December 31, 2006 unless repealed by subsequent ordinance. PASSED and APPROVED this the 15t day of April, 2003. F t,t f r r . APPROVED: By DAN COODY, Ma(y PM M ` r ATTEST:. , . By: Sondra Smith, City Clerk � • OFF REVIEW FORM - FINANCIAL OBLTION / AGENDA REQUEST X CONTRACT REVIEW MICROFILMED �aN PE's W �U� GRANT REVIEW For the Fayetteville City Council Meeting of : FROM : Scott Huddleston Information Technology FISD Name Division Department ACTION REQUIRED : Approve contract with New World Systems, Inc for Utility Billing migration, setup and training. COST TO CITY : $ 7 , 000 . 00 $ 17 , 255 . 00 NWS Supplemental Software Cost of this request Category/ Project Budget Program Category / Project Name 9970 - 9970- 5315 00 $ 10 , 000 . 00 Contract Services Account Number Funds Used to Date Program / Project Category Name 02109 $ 7 , 255 . 00 Capital Improvements Project Number Remaining Balance Fund Name BUDGET REVIEW : \6 Budgeted Item Budget Adjustment Attached Budget Manager Date CONTRACT/GRANT/LEASE REVIEW : Accounting Manager Da e I ernal Aud for, Date City Attorbey Dat Purchasing Manager Date STAFF C MME ATIO /� /O Z Z�03 Received in Mayor ' s Office Division Head Date Cross Reference : Departure t Director Date � 1 Previous Ord/ Res # : � -/ ,/-I �© 03 Finance 5 Internal Services Dir . Da?e Orig . Contract Date : Orig . Contract Number : Chie dministr ive Officer Date / a�Cat New Item : Yes No Mayor v a e ci 10 - 02 - 03P01 : 51 RCV D • Staff Review Form - Page Description New World Utility Billing Software Upgrade Meeting Date Comments : Reference Comments : Budget Manager Accounting Manager City Attorney Purchasing Manager ADA Coordinator Internal Auditor Grants Coordinator New World Systems' The Yn6lic kctor.l'ofleme Compnur June 9, 2003 ADDITIONAL SERVICES AGREEMENT Mr. Scott Huddleston City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 Dear Mr. Huddleston: New World Systems is pleased to provide additional services for Utility Migration Support. The attached form (Exhibit B) is to be reviewed and approved by you and/or your authorized representative. It describes the additional services you have requested along with the related fees. Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is due to the competitive nature of our business. The General Terms and Conditions from our original License Agreement are incorporated and continue to apply. We thank you for your continued business with New World Systems. We look forward to working on this project with you. Sincerely, NEW WORLD SYSTEMS CORPORATION AGREED AND ACCEPTED: NEW WORLD SYSTEMSJ.CQJRPORATION CITY OFJF ,7TTE7E. ARKANSAS By: E . Title: ! J4 Title: Date: 06 —o S ^03 Date: Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary formalities have been met. CONFIDENTIAL (Rev ASLA 11/99) City of Fayetteville, AR Corporate: 888 M!st /Dig Beaver Road • Suite 1100 • Tn).V 9 Michigan 48084-4749 • 248-269-1000 • mtovanetvtoorldspsternccom EXHIBIT B ADDITIONAL SUPPORT SERVICES AND FEES I . Support Hours Recommended Allocating adequate support service resources for Utility Migration Support is estimated at 50 hours. Actual usage may be higher or lower based on Customer's requirements and use of these support services. The installation and training support services are typically performed at Customer's premises but, at Customer's option, may be provided at New World national headquarters in Troy, Michigan. (Other support services often involve services performed at the New World's national headquarters.) Customer agrees to reimburse New World for support trips canceled by Customer less than ten ( 10) days before the scheduled start date to cover New World's out of pocket costs and lost revenues. 2. Support Service Fees Estimate The minimum hours cited above will be provided at the rate of$140 per hour. Any additional support services provided by New World after execution of this Agreement will be provided at the Customer's hourly rate in effect at that time. Based on the hours listed above, the support service cost is estimated at $7 . (Plus all actual and reasonable travel expenses incurred by New World divided proportionately between all New World customers visited on a single trip, and actual employee travel time up to but not exceeding four (4) hours per Customer visit.) 3. Additional Services Available Other New World services may be required or requested for the following: (a) File conversion assistance; (b) Consulting with New World technical staff; (c) Modifying the Licensed Standard Software; (d) Designing and programming Custom Software; (e) Maintaining modified Licensed Standard Software and/or Custom Software; (t) New World Consultation with other vendors or third parties; and/or (g) Software testing; and/or (h) Assistance as Customer is going "live". Customer may request these additional services in writing using New World's Request For Service (RFS) procedure (or other appropriate procedure mutually agreed upon by Customer and New World). 4. Payments for Services and Travel Costs All hours for services and travel costs will be billed weekly for the previous calendar week. Any taxes imposed from the course of this Agreement are the responsibility of the Customer and Customer agrees to remit when imposed. If an exemption is claim by the Customer, an exemption certificate must be submitted to New World. Payments are due within fifteen (18Mays from receipt of invoice. '+NP far its. 5ww ma./; . [M.�M"P\AR SASWA=EVILLEVCNf Dze mil mig.doc] CONFIDENTIAL (Rev ASLA 11/99) City of Fayetteville, AR AGENDA REQUEST &F REVIEW FORM - FINANCIAL OB4L%TION Vw'. ' Odd X CONTRACT REVIEW ^ 'Xµ `a,LGN(pIW GRANT REVIEW / g4 �i For the Fayetteville City Council Meeting of : FROM: Scott Huddleston Information Technology FISD Name Division Department ACTION REQUIRED : Approve contract with New World Systems; Inc for Utility setup and training. COST TO CITY : $ 51000 . 00 $ 17 , 255 . 00 NWS Supplemental Software Cost of this request Category/Project Budget Program Category / Project Name 4470 - 9470 - 5315 00 $ 6 , 438 . 00 Contract Services Account Number Funds Used to Date Program / Project Category Name 02109 $ 10 , 817 . 00 Capital Improvements Project Number Remaining Balance Fund Name BUDGET REVIEW : Budgeted Item Budget Adjustment Attached Budget Manager Date CONTRACT/GRANT/LEASE REVIEW : to [uA An I S 1.3 Accou ting Manager D-� Int rnalAu itor Date � 9 9 D to Purchasing Manager Date City Attorney e STP�"E� OMMENDATIO T : ,� G O Received in Mayor ' s Office S/a Division Head Date Date Cross Reference : Department ector Date Previous Ord/Res # : Ti c�ee & Internal Services Dir . Date Orig . Contract Date : ,� ./ j -q`/�. :j Orig . Contract Number : Chief ,Anis tive Officer Date New Item : Yes No Mayor Da e • Staff Review Form - Page 22 Description Meeting Date January 0 , 1900 Comments : Reference Comments : Budget Manager Accounting Manager � b JL x, & City Attorney Purchasing Manager ADA Coordinator Internal Auditor o�(14mettlaf Act CJR.R.1L Sl ']. Grants Coordinator New World Systems The Porblic Sector Sofhrnre Compani, June 4. 2003 ADDITIONAL SERVICES AGREEMENT Mr. Scott Huddleston City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 Dear Mr. Huddleston: New World Systems is pleased to provide additional services for Utility 5.2 training. The attached form (Exhibit B) is to be reviewed and approved by you and/or your authorized representative. It describes the additional services you have requested along with the related fees. Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is due to the competitive nature of our business. The General Terms and Conditions from our original License Agreement are incorporated and continue to apply. We thank you for your continued business with New World Systems. We look forward to working on this project with you. Sincerely, NEW WORLD SYSTEMS CORPORATION AGREED AND ACCEPTED: NEW WORLD SYSTEMS CORPORATION CITY OF YETTEVILLE, AR By: � By: ' Title: / T Title: !tel// e�z Date: 06- 0q ` G3 Date: Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary formalities have been met. CONFIDENTIAL (Rev ASLA 11/99) City of Fayetteville, AR Corporate: 888 Rws/ Big i3eurer Roar/ • Suite / /00 • Trop • rllichti Zc a 48084-4749 • 248-269- 1000 tottul nervmnrlrlgx/c•mccunt EXHIBIT B ADDITIONAL SUPPORT SERVICES AND FEES 1 . Support Hours Recommended Allocating adequate support service resources for Utility 5.2 training is estimated at 32 hours. Actual usage may be higher or lower based on Customer's requirements and use of these support services. The installation and training support services are typically performed at Customer's premises but, at Customer's option, maybe provided at New World national headquarters in Troy, Michigan. (Other support services often involve services performed at the New World's national headquarters.) Customer agrees to reimburse New World for support trips canceled by Customer less than ten ( 10) days before the scheduled start date to cover New World's out of pocket costs and lost revenues. 2. Support Service Fees Estimate The minimum hours cited above will be provided at the rate of$140 per hour. Any additional support services provided by New World after execution of this Agreement will be provided at the Customer's hourly rate in effect at that time. Based on the hours listed above, the support service cost is estimated at $4.480. (Plus all actual and reasonable travel expenses incurred by New World divided proportionately between all New World customers visited on a single trip, and actual employee travel time up to but not exceeding four (4) hours per Customer visit.) 3. Additional Services Available Other New World services may be required or requested for the following: (a) File conversion assistance; (b) Consulting with New World technical staff; (c) Modifying the Licensed Standard Software; (d) Designing and programming Custom Software; (e) Maintaining modified Licensed Standard Software and/or Custom Software; (f) New World Consultation with other vendors or third parties; and/or (g) Software testing; and/or (h) Assistance as Customer is going "live". Customer may request these additional services in writing using New World's Request For Service (RFS) procedure (or other appropriate procedure mutually agreed upon by Customer and New World). 4. Payments for Services and Travel Costs All hours for services and travel costs will be billed weekly for the previous calendar week. Any taxes imposed from the course of this Agreement are the responsibility of the Customer and Customer agrees to remit when imposed. If an exerrq)tion is claimed by the Customer, an exemption certificate must be submitted to New World. Payments are due within fifteen (15) days from receipt of invoice. _ [M:UW3RFVVR SASIFAYMEVILIM ICKrADD zcvk=. oc] CONFIDENTIAL (Rev ASLA 11/99) City of Fayetteville, AR ORDINANCE NO, 4474 MICROFILMED AN ORDINANCE TO WAIVE THE COMPETITIVE BIDDING REQUIREMENTS TO ENABLE THE CITY TO PURCHASE COMPUTER SOFTWARE FROM NEW WORLD SYSTEMS WHEREAS, the City of Fayetteville has been successfully using New World computer software since the early 90;s and it would be inefficient and unwise to commingle software from another supplier; and WHEREAS, the City Council of the City of Fayetteville determines that purchasing computer software from New World is an exceptional situation in which the normal, statutory competitive bidding procedure .is not feasible or practical. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby waives the requirements of competitive bidding. for computer software when the City Administration is updating, supplementing, improving, or enlarging its use of New World computer software. This waiver of competitive bidding shall be in full force and effect until December 31, 2006 unless repealed by subsequent ordinance. PASSED and APPROVED this the 15t day of April, 2003. v E ► /� APPROVED: DAN COODY, Ma o w. A'�I'FST: • By Sondra Smith, City Clerk FAYETTEA LE � E THE CRY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE MEMORANDUM TO: Mayor Dan Coody FROM: Rick Hoyt, Chief of Police Steve Davis, Finance and Internal Services Director �' DATE: March 13, 2003 SUBJECT: Bid Waiver Request — New World Systems BACKGROUND The City of Fayetteville has successfully used New World software since the early — 1990s. The software is used throughout the City in almost every aspect of business the City does including budget, general ledger, utility billing, payroll, accounting, human resources, police records, fire records, computer aided dispatch, etc. CURRENT SITUATION This is a housekeeping item to allow the City IT and the Fayetteville Police Department to purchase software from New World Systems by having an ordinance in place to waive competitive bidding. The Police Department is currently in the process of purchasing a software module from New World Systems for CAD Redundancy. This allows the Computer Aided Dispatch program to run on an alternate computer i.e., City Hall's AS400 system, when the Police Department computer is down for any amount of time. Because of the proprietary nature of the software, New World is the sole source of software that will interface with existing modules the City currently has. Competitive bidding of any add-on software would be complicated and costly in that the low bidder would be required to modify their software to assure a seamless interface with the City's existing software: This process, bidding of future software enhancements, would, very likely, result in no vendor responses except New World. The results would be inefficient use of limited City resources. Any contracts over $20,000 will still be brought to the council for approval. RECOMMENDATION We are proposing a standard bid waiver for all New World products as they relate to either the Public Safety departments or other applicable departments within the City. This waiver will be in effect until the City of Fayetteville discontinues use of New World System software. r FAYETTE� LLE THE CRY OF FAYETTEVIElE. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Scott Huddleston Information Technology �pQ From: Clarice Buffalohead-Pearman City Clerk Division Date: October 13, 2003 Re: Agreement Attached please find an executed copy of the agreement with New World Systems, Inc. for utility billing migration, setup and training. The original agreement will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the city clerk's office know. /cbp cc: Nancy Smith, Internal Auditor